WhatsApp notifications

WhatsApp notifications allow you to receive instant messages about important business events directly on WhatsApp. This channel is useful when you need immediate alerts and prefer mobile messaging to email. You can set up WhatsApp conversations with your business line and configure automatic messages for events like new orders, payment receipts, or inventory alerts.

Before you start

• You need the Manage notification rules permission (typically granted to administrators)
• Your business WhatsApp account must be configured and connected to the system
• You must have a valid phone number associated with your WhatsApp profile
• Your contact must have WhatsApp enabled and an active account
• You understand which business events you want to monitor

Setting up WhatsApp messaging

Your WhatsApp integration uses a business account that sends messages to your contacts. The system stores message history and conversation threads to help you track communication.

1. Contact your system administrator to ensure WhatsApp Business integration is configured with valid credentials and phone numbers

2. Verify that your user account has a phone number linked (your profile should have your WhatsApp-enabled phone number)

Creating a WhatsApp notification rule

1. Navigate to Settings → Notifications Open in Usystems

2. Click the Create Rule button

3. Enter a rule name (e.g., "Alert on high-value sales") and optional description

4. Select the Model you want to monitor (e.g., Invoice, Bill, Purchase Order, Contact)

5. Choose the Event that triggers the notification:

   • Create: when a new record is added
   • Update: when an existing record is modified
   • Delete: when a record is removed

6. (Optional) Set Conditions to limit when the rule triggers. For example, "only alert when sales exceed 500,000 AFN." Click Add Condition and configure:

   • The field to evaluate
   • The comparison operator (equals, greater than, contains, etc.)
   • The target value
   • Combine multiple conditions with "all" or "any" logic

7. Set the Importance level: Low, Normal, High, or Critical

8. Under Channels, if WhatsApp is available, check the WhatsApp checkbox to enable message delivery

9. Click Save

Managing WhatsApp conversations

When WhatsApp notifications are enabled, you can view and manage conversations:

1. Navigate to Messages → WhatsApp Conversations (if available in your instance)

2. You'll see a list of active conversations with contact phone numbers

3. Click on a conversation to view the message history and thread

4. Incoming messages appear as received, and system-generated messages appear as sent

How WhatsApp notifications work

When a rule with WhatsApp enabled triggers:

• A message is sent to the contact's WhatsApp number
• The message includes the notification title and details from your message template
• Message status is tracked (pending, sent, delivered, read, failed)
• Conversations are stored in the system for reference
• You can respond directly in WhatsApp, and replies are logged in the conversation thread

Customizing WhatsApp messages

You can customize the text sent via WhatsApp using the Message Template field in your notification rule. Use placeholders like:

• {model} — the type of record (e.g., Invoice)
• {event} — the action that occurred (e.g., Create, Update)
• {summary} — a brief summary of the record
• {id} — the unique ID of the record

Example template: New {model} #{id} created for {summary}

Tips & common mistakes

• Check phone numbers: Make sure the contact has a valid WhatsApp-enabled phone number in Usystems.
• WhatsApp availability: Your business WhatsApp account must be active and connected. Contact your administrator if messages are not sending.
• Message length: Keep message templates concise; WhatsApp works best with shorter alerts.
• Test messages: Create a test record to verify the WhatsApp rule triggers correctly before relying on it for critical notifications.
• Conversation retention: WhatsApp conversation history is kept in the system for auditing and reference.